Mango Inventory — full product documentation (English). German originals: https://mangoinventory.com/docs (same slugs without the /en/ prefix). Index: https://mangoinventory.com/llms.txt
# Docs overview
URL: https://mangoinventory.com/en/docs
What Mango Inventory does — capture equipment, check it out by scan, prove inspections and take stock with your phone.
Mango Inventory is the inventory app for organizations with a lot of equipment. It answers, without ringing round and without digging through Excel: **What do we have? Where is it, and who has it? Has it been inspected?**
## What Mango Inventory does
- **Capture your inventory the way that suits you** — from your Excel list (if you like, we import it for you free of charge), one by one at the computer, or with your phone through the building: one photo per item, the AI suggests name and details. → [Capturing your inventory](/en/docs/inventar-erfassen)
- **Scan the label, the item opens** — QR labels from us, printed yourself, or your existing barcodes. Scan with the app, a handheld scanner or the laptop camera. → [Barcodes & labels](/en/docs/barcodes-etiketten)
- **Check out to a person, room or vehicle** — by scan. You see where something is, who has it and who had it before. If you want, the person confirms receipt by email. → [Check-out & locations](/en/docs/zuweisung-standorte), [Receipt confirmation](/en/docs/empfangsbestaetigung)
- **Report a defect, even without an account** — anyone reports straight through the label. Whoever wants to give the device to a person afterwards sees a warning. → [Tickets](/en/docs/tickets)
- **Plan and prove inspections** — fire extinguishers yearly, ladders every six months: every inspection comes up in good time, is ticked off with a checklist, and the proof is on the device when the audit asks. → [Maintenance & inspections](/en/docs/wartungsplaene), [History & records](/en/docs/verlauf-nachweis)
- **Stocktaking with your phone** — split up the areas, scan room by room, and get a PDF report for the audit at the end. → [Stocktaking](/en/docs/inventur)
- **Request material instead of shouting for it** — orders with clear responsibility, and a heads-up before consumables run out. → [Orders](/en/docs/bestellungen)
- **The whole team joins in** — every person sees their open tasks. Sign in with the existing Microsoft or Google account. → [My tasks](/en/docs/aufgaben), [Users & roles](/en/docs/sso-benutzer)
- **App for iOS and Android** — scan, check out, inspect and count right at the shelf. If you like, you can also ask through ChatGPT, Claude or Copilot. → [Mobile app](/en/docs/mobile-app), [Connect your AI](/en/docs/ki-verbinden)
## How to start
Three steps to a running inventory:
1. **Set up your organization** — locations, categories and team. An assistant walks you through it.
2. **Capture items** — your Excel list is imported in an afternoon. Or you capture at the computer and with your phone.
3. **Stick on labels** — from then on, every scan finds the right item.
Tickets, stocktaking, orders and receipt confirmation come with the Pro plan, maintenance & inspections and the AI connection with Premium. Prices are on the [pricing page](https://mangoinventory.com/en#preise), security and data protection on the [trust page](https://mangoinventory.com/en/trust).
---
# Getting started
URL: https://mangoinventory.com/en/docs/erste-schritte
From zero to a running inventory — account, organization, setup assistant, first items and labels.
Five steps to an inventory that answers questions. Your Excel list is imported in an afternoon.
## 1. Account and organization
1. **Sign up** — with name, email and password, or directly [with your Microsoft or Google account](/en/docs/sso-benutzer).
2. **Create your organization** — the workspace for your whole inventory. You can change the name and the logo at any time.
Were you invited? Then you don't need your own organization: the invite link takes you straight to the right organization, with the right role.
## 2. The setup assistant
On the dashboard, **"Setup assistant"** opens six short steps. You can skip any of them and come back to it later under Settings → Organization.
- **Organization type** — the assistant suggests matching categories and locations.
- **Locations** — buildings, rooms, storerooms, vehicles. Start rough: a dozen is plenty, details grow over time.
- **Categories** — "IT", "Tools", "Vehicles". Each category brings its own fields.
- **Team invites** — invite your colleagues and pick the [role](/en/docs/sso-benutzer) for each person.
- **Maintenance setup** — who creates the first [maintenance plans](/en/docs/wartungsplaene)? That person then finds the task under "My tasks".
- **Items** — capture the first records.
## 3. Capture items
Import your Excel list (if you like, we do that for you free of charge), walk through the building with your phone, or capture one by one. The three routes are under [Capturing your inventory](/en/docs/inventar-erfassen).
## 4. Stick on labels
With the label, every scan finds the right item. You have a choice:
- **Labels from us** — numbered QR labels. Stick it on, scan it once, and the label belongs to the device.
- **Print your own** — labels with name, inventory number and QR code on standard sheets.
- **Existing barcodes** — keep using your current labels or serial number stickers.
Details: [Barcodes & labels](/en/docs/barcodes-etiketten).
## 5. Scan — and go
From now on everything starts with a scan: checking out, reporting a defect, counting. With the mobile app, a handheld scanner or the laptop camera. The dashboard shows you which step comes next. In the web app, **⌘K** (Windows: Ctrl+K) opens search across everything.
:::tip[Rather look around first?]
"Add sample data" (on the "Items" page or under Settings → Organization) fills your empty organization with a small sample inventory: items, locations, tickets and orders. Everything is marked "Sample" and gone again with one click. Your own records stay.
:::
**What next?** [Check out equipment](/en/docs/zuweisung-standorte), [plan the first inspections](/en/docs/wartungsplaene) or [invite your team](/en/docs/sso-benutzer).
---
# Mobile app
URL: https://mangoinventory.com/en/docs/mobile-app
Scanner and inventory in your pocket — capture, check out, inspect and count right at the shelf. For iOS and Android.
Everything that happens at the device itself — capturing, looking things up, checking out, inspecting, counting — is fastest with your phone in hand. The app is available for iOS and Android.
## At a glance
- **Scan, tap, open** — photos, documents, location, history.
- **Capture through the building** — one photo per item, the AI suggests name and details. You go through it later, at your own pace.
- **Check out by scan** — pick the target, scan item after item, assign everything at once.
- **Inspect in a round** — work through due inspections room by room, record defects on the spot.
- **Count the stocktake** — your own locations in walking order, every scan ticks off.
- **For the whole team** — everyone scans, reports and checks out with their own phone. Push notifications keep them up to date.
## The five tabs
The Home tab: what's due today, with the five tabs below.
- **Home** — your overview, with locations and people.
- **Scan** — read QR labels and barcodes. Every hit shows up in the list under the camera; tapping it opens it.
- **Tasks** — the same list as [My tasks](/en/docs/aufgaben) at the computer: tickets, check rounds, stocktaking, orders.
- **Inbox** — your [notifications](/en/docs/benachrichtigungen).
- **Items** — all items, with search and filters.
## What you do with it
- **Capture**: "New item" in the "Scan" tab starts a photo series (from the Manager role). Every photo is saved right away; a barcode in the picture is linked to the item straight away. Afterwards you go through your captures at your own pace ([Drafts](/en/docs/inventar-erfassen#reviewing-drafts)).
- **Look up**: the detail page shows photos, documents (e.g. manuals as PDF), location, barcodes and history. Attach new barcodes with the camera.
- **Check out**: [assign](/en/docs/zuweisung-standorte) straight from the item, or many at once by scan.
- **Pack containers**: "Add by scanning" scans piece by piece into a toolbox.
- **Report and order**: tickets and orders right on the go, pick items by scan or search.
- **Count**: in a [stocktake](/en/docs/inventur) the app guides you through your locations; "Scan item" ticks off.
- **As a scanner for the computer**: pair your phone with the computer — every scan shows up there right away ([more](/en/docs/barcodes-etiketten#scanning)).
## When web, when app?
| Task | Best with |
| --- | --- |
| Capture, check out, inspect, count at the shelf | Mobile app |
| Import Excel, mass edit, settings | Web app at the computer |
| Report a defect | Mobile app — or scan the [QR label](/en/docs/barcodes-etiketten), no app at all |
---
# Capturing your inventory
URL: https://mangoinventory.com/en/docs/inventar-erfassen
Import your Excel list, walk through the building with your phone or capture one by one — if you like, we import your list for you free of charge.
"But then I'd have to capture everything first" — no. Your Excel list is imported in an afternoon, and whatever is still missing you photograph with your phone as you walk round. You type very little. Start with one room.
## At a glance
- **Your list, in within an afternoon** — upload Excel or CSV, the AI maps the columns. If you like, we do the import for you free of charge — [send us the list](mailto:kontakt@mangoinventory.com).
- **With your phone through the building** — one photo per item, the AI suggests name and details. You just keep walking.
- **Go through it later, at your own pace** — your captures wait as drafts until you publish them at the computer or on your phone.
- **One by one, when it has to be quick** — "New item", add a photo, done.
- **Existing numbers stay** — the inventory or barcode number from your list becomes a scannable code right away on import.
## Which route fits?
| You have … | Best route |
|---|---|
| an Excel list | [Import it](/en/docs/import-export) — or [send it to us](mailto:kontakt@mangoinventory.com) |
| no list, but equipment in rooms | A walk-through with the [mobile app](/en/docs/mobile-app) |
| a few new devices | capture them one by one |
| many identical devices | describe them once as an [item model](/en/docs/modelle) |
You can mix the routes: import the list first, then add what's missing on your walk-through.
## With your phone through the building
1. In the [mobile app](/en/docs/mobile-app), tap **"New item"** in the "Scan" tab (from the Manager role). The camera starts a photo series.
2. One photo per item. Every photo is saved right away. If there's a barcode in the picture, it is linked to the item straight away.
3. **"Done"** when the room is captured. In the "Scan" tab the round shows under "Captured this round": the AI has given every capture a name, and each is "Ready to review". All captures are waiting as your personal **drafts**.
Three photos, three names from the AI — ready to review.
A colleague with the Manager role can do the walk-through too — each person then sees their own drafts.
## Reviewing drafts
Under **"Drafts"** in the web app, your captures are grouped by day. **"Review drafts"** shows them one after the other: photo on top, fields below, the AI's suggestions already filled in. Pick a category, add details, **"Create"** — and on to the next capture. Anything photographed by mistake you discard right there.
- **Drafts are yours** — nobody else sees them until you publish them.
- **A reminder** — as long as captures are open, [My tasks](/en/docs/aufgaben) shows the row "Review your captures".
- **On your phone too** — if you prefer, go through the captures right in the app.
## Capturing one by one
Under "Items" → **"New item"**. Attach a photo, and **"Prefill from photo"** fills in the form. Fields and categories are explained under [Items](/en/docs/gegenstaende).
## After that
Stick on labels — from then on, every scan finds the right item: [Barcodes & labels](/en/docs/barcodes-etiketten).
---
# Import & export
URL: https://mangoinventory.com/en/docs/import-export
Your Excel list imported in an afternoon — and any view or all of your data exported again at any time.
Almost everyone comes from Excel. Your existing list is imported in an afternoon — or you send it to us, and we do the import for you free of charge. And whatever Mango Inventory knows, you can get back out at any time.
## At a glance
- **Your list as it is** — CSV, XLSX or XLS, or paste rows straight from Excel.
- **The AI maps the columns** — you only confirm. The next time you import the same list, everything is already mapped.
- **You confirm everything new** — you see new categories and locations before the import starts.
- **Undo with one click** — every import can be taken back as a whole.
- **Export whenever you like** — any table view as Excel or CSV, and all data including photos as a ZIP.
## Importing
1. **Upload the file** and choose what you're importing: items, locations or people.
2. **Map the columns.** The AI suggests a target for each column: name, category, location, responsible person, model or your own fields. Location paths like "Workshop hall/Tool issue" become the location tree.
3. **Look it over.** The preview shows every row with notes; you correct cells right there. Confirm new categories and locations, rename them or map them to existing ones — or "Confirm all".
4. **Import.** Every row needs a name and a category. An invalid value holds nothing up: the item is created and marked "Incomplete".
Every import shows up in the **import history**, where you can undo it as a whole.
## Exporting
In the table under ["Items"](/en/docs/gegenstaende), the menu at the top right exports the current view with your filters, columns and sorting — as CSV or as an Excel file. [Stocktake reports](/en/docs/inventur) are available as CSV and Excel too.
**All data at once**: under Settings → Organization, "Export all data (ZIP)" downloads your whole inventory — one CSV file per kind of data, plus all photos and documents.
---
# Items
URL: https://mangoinventory.com/en/docs/gegenstaende
Your inventory in one place — every device with photo, location, responsibility, custom fields and history.
Every device, every machine, every tool has a record in Mango Inventory: with photo, location, your own fields and the history of who had it when.
## At a glance
- **One table for everything** — search, filter, sort, pick columns and export to Excel. Save views you use often ("Defective devices") for later.
- **Your own fields** — per category the details you need: serial number, warranty until, purchase price, link to the manual.
- **Change many at once** — filter, then set values for all matches, as in Excel.
- **Photos and documents on the device** — manuals, invoices, inspection reports.
- **The history on the device** — every change, every check-out, every ticket: who, what, when.
- **Form from a photo** — one photo is enough, the AI suggests name and details. You check and save.
## Capturing an item
1. **"New item"**: name, category and home location are enough. Attach photos and documents right away.
2. **Save.** The item opens beside the list and from now on shows everything about the device: where it is, who has it and had it before, open tickets and, further down, the next inspection and the barcodes.
3. **Stick on a label** — one from us, one you print yourself or one you already have, see [Barcodes & labels](/en/docs/barcodes-etiketten).
Many items at once? Import your Excel list or walk through the building with your phone — see [Capturing your inventory](/en/docs/inventar-erfassen).
## Categories and custom fields
Under Settings → Categories & fields you create your categories ("IT", "Tools", "Vehicles") and the fields for each category.
- **Any kind of detail**: text, number, amount with currency, date, select, multi-select, yes/no and link.
- **Required fields**: what you really need is asked for when capturing. If it is missing after an import, Mango marks the item as "Incomplete".
- **Unique fields**: an inventory or serial number exists only once.
- **Managers only** (from the Premium plan): fields such as the purchase price stay invisible to members and viewers.
- **Subcategories inherit** the fields of their category.
Merge categories that were created twice with "Merge into…" in the ⋯ menu; all items and values are kept.
## Status
The status tells you what condition an item is in: **Operational**, **Defect**, **In repair**, **Lost** or **Retired**. Whoever reports a defect sets the device to "Defect" at the same time. As long as the report is open, every person sees a warning before they get the device.
## Quantity items
Batteries, gloves, cable ties you capture as a **quantity** instead of as single items — with stock per place and a min. stock. Everything about it is under [Quantity items](/en/docs/verbrauchsmaterial).
## Containers
A toolbox, a cart or a crate is an item itself and can hold other items.
- **The contents go along**: when the toolbox is checked out or moved, that applies to everything inside — one assignment is enough.
- **Pack by scanning**: in the mobile app you scan piece by piece into the toolbox.
- **Count faster**: at [stocktaking](/en/docs/inventur) you count the toolbox and confirm its contents in one step.
## Item models
20 identical cordless drills? Describe them once as an [item model](/en/docs/modelle). Every device takes over name, category and values and only carries its own serial number and location.
## Drafts
What you photograph with the [mobile app](/en/docs/mobile-app) first lands as a personal **draft** and waits under "Drafts" until you go through it and publish it — more under [Capturing your inventory](/en/docs/inventar-erfassen#reviewing-drafts).
---
# Item models
URL: https://mangoinventory.com/en/docs/modelle
Describe many identical devices once — name, category and values apply to all of them automatically.
36 identical laptops, 20 cordless drills: an **item model** (e.g. "MacBook Air 13\" M4") describes once what they all share — name, category, manufacturer, storage. Every device stays its own [item](/en/docs/gegenstaende) with its own label, location and history — in the app it is called an **instance** of the model. In the app you find this area under "Models".
## At a glance
- **Describe once, up to date everywhere** — change something on the model, and all devices follow.
- **Capture fast** — on a new device all values are already filled in; what's left is serial number and location.
- **Exceptions allowed** — a device can have its own value without disturbing the others.
- **Consistent details** — per field you decide which values are allowed.
## Creating a model
1. Under "Models" → "New model": set the name and **category**, optionally a photo. The category decides which fields the devices carry.
2. The detail page shows the shared values and all devices of this model.
3. **"Create instance"** opens the form with all values prefilled. Enter serial number and location, then "Create another" — device after device.
All devices are named after their model and differ by serial number and label. Rename the model, and all devices are renamed in one go.
## Values from the model
On the device you see where each value comes from:
- **"From model"** — the value follows the model.
- **"Overridden"** — the device has its own value. "Reset to model default" undoes it.
- **"Set as model default"** — this device's value applies to all from now on.
## Allowed values
Per field, the model can set the possible values, for example only the battery types "18 V" and "22 V". On the device the field then becomes a select. The [import](/en/docs/import-export) also flags values that aren't allowed.
---
# Barcodes & labels
URL: https://mangoinventory.com/en/docs/barcodes-etiketten
QR labels from us or printed yourself, keep using existing barcodes — and scan with the app, a handheld scanner or the laptop camera.
The label connects the device to its record: **scan the label — the item opens.** And anyone without an account reports a defect through the same label.
## At a glance
- **Labels from us** — numbered QR labels, ready to stick on.
- **Print your own** — labels with name, inventory number and QR code on standard sheets.
- **Keep using existing barcodes** — old inventory labels or serial number stickers. An item may carry several codes.
- **Scan with whatever you like** — mobile app, handheld scanner, laptop camera, or your phone as a scanner for the computer.
- **Report a defect without an account** — anyone scans the QR label with their phone camera and reports a problem. The responsible person has it on their desk right away.
## Buying pre-printed labels instead of printing
The simplest route: you get the labels **ready-numbered from us**. [Write to us](mailto:kontakt@mangoinventory.com) with how many you need; if you like, we set up the first labels together with you. For clothing and textiles there are special labels. Any other roll of sequentially numbered barcode labels works for scanning too — but reporting without an account only works with QR labels from Mango.
1. Stick the label on the item. The number doesn't matter, it only has to be unique.
2. Open the item (at the computer or in the [mobile app](/en/docs/mobile-app)) and scan the label in the "Barcodes" section. From now on the code belongs to this item.
3. Next item. In pairs it goes twice as fast: one person sticks, the other scans.
## Printing your own labels
1. In the table under ["Items"](/en/docs/gegenstaende), choose "Print labels" and select the rows, or print a single label from the detail page. Locations such as rooms and shelves get labels too.
2. Pick the sheet format and download the PDF. Labels already used on a started sheet are skipped.
3. Print, stick on, done. Every label shows name, inventory number, organization and QR code.
### Which labels to buy?
The PDFs fit standard A4 label sheets:
- **Avery L7160** ([product page](https://www.avery-zweckform.com/produkt/adress-etiketten-l7160-100)): 63.5 × 38.1 mm, 21 per sheet. The compact standard format.
- **Avery L7163** ([product page](https://www.avery-zweckform.com/produkt/adress-etiketten-l7163-100)): 99.1 × 38.1 mm, 14 per sheet. More room for easy-to-read names.
Sheets from other manufacturers with the same dimensions work just as well. For workshops and outdoor use, the same formats come as weatherproof film.
## Scanning
- **Mobile app** — in the "Scan" tab, every scanned item shows up right away in the list below; tapping it opens it.
- **Handheld scanner at the computer** — any USB or Bluetooth scanner that types like a keyboard works without drivers (from about CHF 30). A scan opens the item, selects it in a picker, or counts it in the open [stocktake](/en/docs/inventur).
- **Laptop camera** — the scan icon at the top of the web app opens the camera. Hold the label in front of it, done.
- **Phone as a scanner** — "Use your phone as scanner" in the camera window pairs your phone with the computer. Every scan on the phone appears on the screen right away.
## No account: report a defect
Mango's QR label works with any phone camera. It opens a public page with name, photo and category — without location or internal details. There, anyone reports a problem, even without an account; the report lands as a [ticket](/en/docs/tickets) with the responsible person. Anyone signed in sees the full detail page straight away. Reporting without an account is part of the Tickets module (from the Pro plan).
## Existing barcodes
In the "Barcodes" section on the detail page you attach any code: by scanning or by typing it in. Search and scanner then find the item just as they would through a Mango label. If the numbers are already in your Excel list, the [import](/en/docs/import-export) links them right away. Detaching a code works the same way: remove the row, and the sticker is free for another device.
---
# Check-out & locations
URL: https://mangoinventory.com/en/docs/zuweisung-standorte
Who has what, and where it is — check out and take back by scan, to people, rooms and vehicles, and see in the history who had it before.
Every item has a **home location** — where it belongs. When it is checked out, you see **where it is right now and who has it**. And who had it before.
## At a glance
- **Check out to a person, room, vehicle or construction site** — by scan or from the list. "Return" brings the device back to its home location.
- **Who had it?** — the history shows every check-out and return with the date: who had the device and where it was ([History & records](/en/docs/verlauf-nachweis)).
- **Warning on defects** — if a device has an open defect report or an overdue inspection, a warning appears before anyone drives off with the defective ladder.
- **Receipt confirmation if you want it** — the person confirms by email link that she has the items ([Receipt confirmation](/en/docs/empfangsbestaetigung)).
- **Many at once** — scan, scan, scan, then assign everything at once.
- **Locations as a tree** — building → floor → room → shelf, as deep as you need.
## Locations and people
- **Locations** are anywhere equipment can be: buildings, rooms, storerooms, shelves — a vehicle or a construction site too. The full path shows everywhere ("Workshop hall / Ground floor / Tool issue"), so "Store" is never ambiguous.
- **People** can have items, with or without their own account.
- A click on a location or a person shows what is there or who has what.
Rearrange the tree by drag & drop. Merge entries that were created twice with "Merge into…"; items, stock and history are kept.
## Checking out an item
In the app, checking out is called **"Assign"** — on the detail page or in any list:
- **Assign to me** — the item is with you right away.
- **Give to someone** — pick a person, optionally with a room.
- **Move to a location** — only the place changes.
- **Return** — back to the home location.
If the device has an open defect report or an overdue inspection, a warning comes first and names the ticket. With "Assign anyway" you hand it out knowingly.
Recently used people and rooms are ready as suggestions. Every change is recorded in the history. As long as the confirmation is showing, "Undo" reverses it.
For **quantity items** you also pick the amount: "3 of 35 available in Supply room" — more under [Quantity items](/en/docs/verbrauchsmaterial).
## Many items at once
1. **From the target**: on a room's or a person's page, "Assign items" — search, scan or browse, then assign everything with one click.
2. **By scan**: in the [mobile app](/en/docs/mobile-app), pick the target once, then scan item after item and assign everything at once.
3. **From the table**: under ["Items"](/en/docs/gegenstaende), filter and set location or person for all matches with mass edit.
:::tip
Per category you set a responsible person and a home location (Settings → Categories & fields). New items take over both.
:::
---
# Receipt confirmation
URL: https://mangoinventory.com/en/docs/empfangsbestaetigung
People confirm by email link that they have received their equipment — no account needed. With reminders, problem reports and a record.
When someone gets equipment from you, they confirm by email link that they have it — so everyone knows what they are responsible for, and you know that they know.
Included from the **Pro** plan — [pricing](https://mangoinventory.com/en#preise).
## At a glance
- **Confirm without an account** — the person opens the link in her email, sees her items with photos and confirms with one click. Her name is already filled in.
- **Part of assigning** — tick "Ask for confirmation" and Mango does the rest: the email and the reminders after 3 and 7 days.
- **Also for equipment already out there** — with "Ask to confirm" you get a confirmation for what someone has had for years.
- **Problems surface early** — if something is missing, wrong or damaged, the person reports it on the same page.
- **On record** — who confirmed which items when, and which text she agreed to.
- **You see who is missing** — the "Confirmations" overview shows open requests, and overdue ones come to you as a task.
## What the person sees
1. An email from "Your organization via Mango Inventory", naming the person who asks. A click on **"Check and confirm"** opens her page.
2. There she sees your organization (with its logo, if you have set one), the items with photos and your agreement text. Her name is filled in. One click on **"Confirm"** — done. She gets a copy by email.
No account: check, the name is already there, confirm.
3. If something is wrong, she picks **"Something is wrong"**: the items concerned, the reason (I don't have it · Wrong item · Damaged · Other) and, if she likes, a comment.
She needs no account, no password and no app. The page shows only her own items — no prices, no notes, no other people.
## Switching it on
1. Under Settings → **Receipt confirmation**, switch on "Ask people to confirm assigned items" (owner role).
2. Optionally add an **agreement text** that the person agrees to when she confirms. "Use example text" suggests: "I confirm that I have received the items listed above."
3. Optionally set a category to always ask when assigned: "Ask for confirmation when assigned" (Settings → Categories & fields). Sub-categories follow the rule. That way the box is already ticked for laptops and radios, but not for cables.
## Asking for confirmation when you assign
1. Assign items as usual — one at a time with "Assign", or several at once on the person's page with "Assign items".
2. Tick **"Ask for confirmation"**. If the category has a rule, it is already ticked.
3. The email goes out by itself once nothing has been added for 15 minutes, at the latest after an hour — so several items you assign one after the other end up in a single email. If it's urgent, pick **"Send now"** in the message after assigning.
**Items the person already has** — for example when you introduce receipt confirmation: on her page, **"Ask to confirm"** asks about what she already holds and hasn't confirmed yet; "Send by email" sends the request right away.
## Following up
- **Reminders** go out by themselves after 3 and after 7 days.
- **A task for you**: if a request is still open after 7 days or a problem was reported, [My tasks](/en/docs/aufgaben) shows the row "Confirmations need attention".
- **On the person's page**, the "Confirmations" card shows what is still waiting, reported problems and past requests. For a problem: **"Ask again"** once you have fixed the assignment, or **"Mark as solved"**, for example when a repair ticket is open. To cancel a request, use the "…" menu.
- **The "Confirmations" overview** (under Team queues) shows every request in the organization, filtered by Unconfirmed, Problem reported, No email address, Confirmed or All statuses.
## The record
A click on a past request opens the **receipt confirmation**: who confirmed, when (date and time), which email address the link went to, the items, the agreement text as the person saw it, and the whole sequence from the request to the confirmation.
On the item itself, "Confirmed …" with the date shows next to the person; a click opens the same record. The item's activity shows "Confirmed by …". More under [History & records](/en/docs/verlauf-nachweis).
## Good to know
- **An email address is enough:** the person needs an address, but no account. If it's missing, Mango tells you when you assign. Add the address on the person's page and ask there with "Ask to confirm".
- **In the web app:** the box appears when you assign in the web app. For items assigned in the mobile app, by mass edit, through an order or by import, use "Ask to confirm" on the person's page.
- **One open request per person:** whatever you assign on top with the box ticked, or ask for later, joins the same request — the person confirms everything at once.
## Did you get a request?
Someone in your organization asks you to confirm that you have the items listed. Open the link in the email, check the list and click "Confirm" — you don't need an account. If something is wrong, pick "Something is wrong" or reply to the email.
---
# Quantity items
URL: https://mangoinventory.com/en/docs/verbrauchsmaterial
Batteries, gloves, barriers — stock per place, check out and take back part amounts, min. stock and a restocking reminder.
Not everything has a serial number. Batteries, gloves, barriers or printer paper you capture as a **quantity**: one quantity item with a stock level, instead of 200 single items. That fits consumables that get used up as well as material that goes out and comes back.
Included from the **Pro** plan — [pricing](https://mangoinventory.com/en#preise).
## At a glance
- **One record, many pieces** — "Quantity" instead of "Single item" when capturing.
- **Stock per place** — you see how much is in the storeroom, in the vehicle or with a person.
- **Check out part amounts** — "3 of 35 available in Supply room"; the rest stays visible in the store.
- **Record usage** — what's used up, you book out.
- **Reorder before the shelf is empty** — a min. stock per place reminds you in good time.
## Capturing
For a new item, choose **"Quantity"** under "Tracking" and enter the starting stock. Item models only apply to single items.
## Checking out and taking back
For quantity items, "Assign" first asks for the target — a person or a location — and then for the amount. The detail page then shows where the stock sits and which people hold how much. From there it goes back ("Return to location") or into usage ("Mark used"). More on checking out under [Check-out & locations](/en/docs/zuweisung-standorte).
## Restocking quantity items
Set a **min. stock** per location. When the available quantity drops below it, a task appears under [My tasks](/en/docs/aufgaben) — for the person responsible for the location and for the people responsible for orders. That way the reminder comes before the shelf is empty. For many items at once, set the min. stock with mass edit — for stock kept in one place.
## Counting
At [stocktaking](/en/docs/inventur) you count quantity items per location.
---
# Orders
URL: https://mangoinventory.com/en/docs/bestellungen
Request material instead of shouting for it — orders with responsibility, comments and automatic assignment on fulfillment.
"I need a second drill for the installation" — here, an order is the request to the storeroom, instead of an email or a shout down the hall: visible, open for comments, and after fulfillment the inventory shows who has the material now.
Included from the **Pro** plan — [pricing](https://mangoinventory.com/en#preise).
## At a glance
- **Describe it freely or pick from the inventory** — with delivery place and date.
- **Clear responsibility** — every order lands with the people responsible for orders, individually or as a team.
- **Questions in the right place** — comments with @-mentions right on the order.
- **Fulfill by scan** — scan items at the shelf; on completion they are assigned to the recipient.
- **Always in the picture** — the person who ordered sees the status under "Opened by me" and is notified on completion.
## Ordering something
1. **"New order"** — under "My tasks", on the dashboard or in the mobile app under "Tasks". Describe what you need, or pick specific items.
2. **Deliver to** (yourself, another person or a location) and **Needed by** (prefilled with the next working day).
3. **"Place order".** The people responsible for orders are notified.
As long as the order is open, you can change or cancel it.
## Fulfilling
People responsible for orders see all orders in one table, sorted by status and "Needed by", with filters for **All · Mine · My team**, status and date.
1. Open the order and pick the items under "Fulfillment": search, browse or scan. For quantity items you pick amount and storeroom; the amount is reserved for the order. In the [mobile app](/en/docs/mobile-app) you scan right at the shelf.
2. **"Fulfill order"**: all items are [assigned](/en/docs/zuweisung-standorte) to the recipient, with an entry in the history. Pure free-text orders ("10 whiteboard markers") are closed the same way. Or **"Reject"**, with a short reason.
3. The person who ordered is notified.
Owners set who is responsible for orders under Settings → Order settings — more under [Who gets which work?](/en/docs/aufgaben#who-gets-which-work). Requested and reserved items are marked everywhere, so nobody checks them out elsewhere by mistake.
---
# Maintenance & inspections
URL: https://mangoinventory.com/en/docs/wartungsplaene
Plan recurring inspections, work through them in a round and prove them — the tickets appear automatically at the right time.
Fire extinguishers yearly, ladders every six months, the heating before winter: a **maintenance plan** says once **which items** get inspected at **which interval** with **which checklist**. Mango Inventory creates the inspections at the right time — and when the audit asks, you have the proof.
Included from the **Premium** plan — [pricing](https://mangoinventory.com/en#preise) · [Discover maintenance in Mango](https://mangoinventory.com/maintenance).
## At a glance
- **Plan once** — every inspection comes up with the responsible person in good time before it is due.
- **Every device in the category is included** — including the one that arrives next week.
- **A check round instead of single tickets** — all due ladders in one round, room by room, on your phone.
- **Proof with a checklist** — every check item answered, with a photo if you like. Who inspected when is recorded on the device ([History & records](/en/docs/verlauf-nachweis)). A defect becomes a defect ticket right away.
- **Overdue stands out** — red in the table, and whoever wants to give an overdue device to a person sees a warning.
- **Gaps are visible** — the overview shows which items don't have a plan yet.
## Creating a plan
1. Under "Maintenance" → "New plan": pick the **category**, e.g. "Tools" → "Power tools". More filters narrow it down if needed. The line below shows how many items the plan applies to.
2. Set the **interval**: "After each completion" (the next inspection one interval after the last) or "Fixed calendar dates" (e.g. every 1 August).
3. The **start date** of the first inspection (prefilled with today; for fixed dates "First due date") and the **lead time**: how many days before the due date the ticket appears.
4. Create a **checklist** with check items and set who inspects: a person or a team.
Your fire extinguishers were last inspected in March? Take over the existing dates: on the plan's detail page, "Show all" → "Edit due dates" and enter them date by date, or use "Set date for all".
## Inspecting in a round
Instead of opening every ticket on its own, you work through all of a plan's open inspections as a **check round** — on your phone, in the building.
1. **One round, one task.** Under [My tasks](/en/docs/aufgaben), nine open inspections show as one row: "Check round · 9 open". Tapping it opens the round.
Nine due inspections, one task.
2. **Room by room.** The round sorts the inspections by location, with a tally per room and a progress bar for everything. You tap the inspection you are standing in front of — or scan the label.
One band per room, one bar for the whole round.
3. **Inspect.** Answer every check item with "Pass" or "Fail", then **"Passed"**. Write or dictate observations as a comment.
Item by item, then "Passed".
4. **Record a defect.** If something isn't right: "Defect", note briefly what you found, and set the device to "Defect". The defect ticket is created automatically, and the responsible person has the finding on their desk.
Note it, set the status, the defect ticket is created.
After every inspection the next due date is calculated by itself. You can stop at any time: every finished inspection is saved right away.
## The overview
The "Maintenance" page answers three questions at a glance:
- **What is due or overdue?** — the work list, with the tickets.
- **Which items have no plan?** — the gap, before the audit finds it.
- **What needs attention?** — e.g. devices in a plan that were reported lost.
In the table under ["Items"](/en/docs/gegenstaende), the "Next check" column shows each device's earliest due date. When you capture a new item, Mango asks for the first inspection date right away.
---
# Tickets
URL: https://mangoinventory.com/en/docs/tickets
Report, assign and work through defects — by scan, by voice or without any account at all.
A ticket turns "the ladder in the workshop wobbles" into a task with a responsible person, a due date and a history.
Included from the **Pro** plan — [pricing](https://mangoinventory.com/en#preise).
## At a glance
- **Report while scanning** — "Report issue" right on the item, at the computer or with your phone.
- **Without an account too** — temporary staff, outside companies and guests report through the [QR label](/en/docs/barcodes-etiketten#no-account-report-a-defect).
- **Just say what's wrong** — "Dictate" turns your description into title, description and the matching item.
- **Lands with the right person** — every ticket is assigned to a person or a team from the start.
- **Defective devices stand out** — as long as a defect is open, every person sees a warning before they get the device.
## Reporting a ticket
1. "Report issue" on an item's detail page — or "New ticket" on the Tickets page.
2. Title and type (Defect, Maintenance, Inspection, Other) are enough; the description is optional. The ticket goes to the [responsible person or team](/en/docs/aufgaben#who-gets-which-work). You adjust priority, due date and assignment afterwards in the ticket, or already when you create it under "New ticket". For a defect, a checkbox sets the item to "Defect" right away.
Or just speak: **"Dictate"** (in the app "Dictate description") fills in the form from your description ("In the workshop, a rung on the ladder is loose"). Something wrong? Tap "Correct" and say it again ("No, room 501").
3. Submit. The responsible person or team is [notified](/en/docs/benachrichtigungen).
## Working through
- **Status**: Open → In progress → Done (or "Won't fix"). When you close a defect, you set the device back to "Operational" in the same step.
- **Assignment**: a person or a whole team. In a team, every person sees the ticket under "My team".
- **Due date**: overdue tickets show in red at the top of [My tasks](/en/docs/aufgaben).
- **Checklist**: check items to tick off, with a photo if you like — the basis for [maintenance & inspections](/en/docs/wartungsplaene).
- **Comments**: with @-mentions, dictated if you like.
## The overview
Filters above the table narrow things down with one click: **All · Mine · My team**, status, type and due date (overdue, next 7 or 30 days). A click on a row opens the preview.
## Settings
Under Settings → Ticket settings you decide per ticket type who gets new tickets (defects → caretaker, maintenance → IT) — more under [Who gets which work?](/en/docs/aufgaben#who-gets-which-work). There you also add custom fields per type, such as the repair company's job number.
:::tip
You don't have to create maintenance tickets by hand — [maintenance plans](/en/docs/wartungsplaene) create them at the right time.
:::
---
# Stocktaking
URL: https://mangoinventory.com/en/docs/inventur
The annual stocktake by scan — split up the areas, count room by room, and get a PDF report for the audit at the end.
Stocktaking without paper lists: **one** stocktake for the whole organization, split across several people. Everyone counts at the same time, the progress comes together live, and at the end there is a report that holds up for the audit too.
Included from the **Pro** plan — [pricing](https://mangoinventory.com/en#preise) · [Discover stocktaking in Mango](https://mangoinventory.com/stocktake).
## At a glance
- **Count only what counts** — you can leave out low-value, recently moved or recently confirmed items.
- **Split up the areas** — assign buildings, floors or rooms to people. Everyone sees their part as a task.
- **Count by scan** — with your phone, room by room; every scan ticks off an item.
- **Count the case, confirm the contents** — packed containers with one tap.
- **Report for the audit** — PDF with cut-off date, result per location and signature fields; plus CSV and Excel.
## Running a stocktake
1. **Start.** "New stocktake" takes you through three steps: **Basics** — the name, and who counts all the areas you don't hand out individually. **Area** — the whole organization or one location. **Exceptions** — what doesn't need counting, such as low-value or recently moved items; the number at the top shows how many items are left to count as you go. On start, Mango records the expected stock; that day is the cut-off date.
2. **Split up the areas.** The overview shows all locations as a tree, in walking order. Assign a building, a floor or a room to a person; the rooms below go along. Whoever gets an area is [notified](/en/docs/benachrichtigungen) and sees the stocktake under [My tasks](/en/docs/aufgaben).
3. **Count.** In the [mobile app](/en/docs/mobile-app), your task shows your locations in walking order, with the expected items in them. "Scan item" opens the camera; every scan confirms its item. Mark what is missing as **"Not found"**. A finished location gets a check mark and moves to the bottom.
Room by room: confirm, scan, tick off.
At the computer, the "My count" tab shows the same work, with a [handheld scanner](/en/docs/barcodes-etiketten) too. [Quantity items](/en/docs/verbrauchsmaterial) are counted as a quantity.
4. **Follow the progress.** The overview shows live how far each location and each person has got.
5. **Close.** "Close stocktake" first shows what is still open. After that the report is frozen and kept as evidence.
## Counting containers
If tools sit in a [container](/en/docs/gegenstaende#containers), the case is enough: after the scan, the app offers, for example, **"Confirm all 12 items"**. Whoever prefers to open the case keeps counting one by one. The report keeps visible what was confirmed through a container.
## The results
Every item ends with a clear result:
- **Confirmed** — scanned or ticked off.
- **Not found** — with the name and time of the person who searched.
- **Reconciled** — someone moved it in the app during the stocktake (in the PDF: "Reconciled in the system").
The **PDF report** shows the results location by location, with cut-off date, method, discrepancies in the appendix and signature fields. You can also export as CSV or Excel.
## Review
The "Review" tab collects everything marked as "Not found".
- **Found it after all?** As long as the stocktake is running, a scan is enough — or "Undo not found".
- **Really gone?** "Mark lost" sets the status, with a reference to the stocktake. This works after closing too.
---
# History & records
URL: https://mangoinventory.com/en/docs/verlauf-nachweis
What you can show when someone asks — who had a device, when it was inspected, what the stocktake found, and everything that happened in the team.
"Where's the proof?" — whether the audit asks, the fire brigade commander or the insurer: you show it right in Mango Inventory.
## At a glance
- **Who had it?** — every device's activity shows check-outs, returns, status changes and tickets, with name and time.
- **Did she get it?** — with receipt confirmation, the person confirms by email link which items she has received, with date and time.
- **Was it inspected?** — every inspection is a closed ticket with a checklist: who, when, which items passed or failed.
- **What did the stocktake find?** — a PDF report with cut-off date, result per location and signature fields.
- **What happened in the team?** — the "Activity" page shows every change in the organization, with filters.
- **Everything to take away** — the items table and stocktake reports as Excel, all data as a ZIP.
## The history on the device
Open an item: its **"Activity"** section shows the latest check-outs and returns ("Current holder: — → David Freeman"), location changes ("Current location: Workshop → Storeroom"), status changes and tickets — with name and time. That way you see who had the device before and when it came back. Changes made through an [AI agent](/en/docs/ki-verbinden) show there with the suffix "(via AI agent)".
## Inspections
Every inspection from a [maintenance plan](/en/docs/wartungsplaene) is closed as a ticket: checklist with every check item, notes, photos, who inspected and when. On the plan's detail page you see "Last completed" and "Next due" for each device. A defect that is found leads straight to a defect ticket. You find the closed inspections under "Tickets" and in the device's activity.
## Receipt confirmations
If you asked for confirmation when assigning, every answer is on record: who confirmed, when, which email address the link went to, which items and which agreement text. The item shows "Confirmed …" with the date, and its activity "Confirmed by …". More under [Receipt confirmation](/en/docs/empfangsbestaetigung).
## Stocktake report
Once a [stocktake](/en/docs/inventur) is closed, its report stays frozen. The **PDF** shows cut-off date, method and the result location by location, with the discrepancies in the appendix and signature fields. CSV and Excel are available too.
## Activity
Under **"Activity"** (from the Manager role) you see what was changed across the whole organization: items, tickets, orders, stock. Filter by type and date and, through the "By" column, by person — for example "What did Anna change last week?".
## Exporting
You export the items table and the stocktake reports as Excel or CSV. "Export all data (ZIP)" downloads everything — one file per kind of data, plus all photos and documents — more under [Import & export](/en/docs/import-export#exporting).
---
# Users & roles
URL: https://mangoinventory.com/en/docs/sso-benutzer
Invite your team, hand out roles and responsibilities, form teams — and sign in with the existing Microsoft or Google account.
Nobody wants 40 new passwords. Your team signs in with the Microsoft or Google account it already has. You invite the people — or Mango takes them over automatically from your directory.
## At a glance
- **Invite by email or link** — you can also share the invite link in a chat.
- **Four roles** — from the owner to the person who only looks.
- **Teams** — give work to a team instead of a person; whoever has time takes it over.
- **Sign in with Microsoft or Google** — no new password.
- **Automatically from the directory** — Microsoft Entra or Google Workspace: whoever joins is in; whoever leaves is out.
- **Whoever leaves hands over cleanly** — beforehand you see what the person still has; open work goes to the default assignee.
## Inviting and roles
Under Settings → Members you invite people by email and pick the role:
- **Owner** — may do everything, including users and settings.
- **Manager** — edits the whole inventory.
- **Member** — scans, reports tickets and creates orders.
- **Viewer** — sees everything, changes nothing.
### Roles and responsibilities
The role decides what someone **may do**. Who **takes care of** tickets and orders you set separately, under Settings → Ticket settings and Order settings. That way the caretaker can be a Member and still receive all defects. The full overview is under [Who gets which work?](/en/docs/aufgaben#who-gets-which-work).
## Teams
Under Settings → Members, "New team" lets you form groups such as "Facilities" or "IT". When a ticket or an order goes to a team, all members see the task under [My tasks](/en/docs/aufgaben) and can take it over. That way work keeps moving, even when someone is on holiday.
## Signing in with Microsoft or Google
The sign-in page offers "Continue with Microsoft" and "Continue with Google". Signing in alone does not open an organization yet: only people who are invited or join through directory sync belong to it.
### For your IT: approving Microsoft sign-in for everyone
On the first sign-in, Microsoft asks each person once for consent. If your organization restricts this, your Microsoft administration grants consent once for everyone, with this link:
```text
https://login.microsoftonline.com/organizations/adminconsent?client_id=f0e8a412-8532-4ac9-b8e9-417df164de8b&redirect_uri=https%3A%2F%2Fapp.mangoinventory.com%2F
```
Mango Inventory only reads name and email address — no files, emails or calendars.
## Automatically from the directory
With Microsoft Entra or Google Workspace, your people join automatically and leave automatically — see [Directory sync](/en/docs/verzeichnis-sync) (from the Premium plan).
## When someone leaves
Owners remove a person through the menu next to their role. Beforehand, Mango shows what the person still has. Their items go back to their home location, their open tickets and orders to the default assignee. The profile is archived, not deleted: who had and reported what stays traceable.
## Your account and your language
- **Confirm your email** — after signing up you get a confirmation email. You keep working right away; a note in the app reminds you.
- **Password**: change it under Settings → Account — Mango sends you a link by email. There you also see whether your email address is confirmed.
- **Language** — the app is available in German, English, French, Italian and Spanish. Every person picks their own language; the organization sets the default language under Settings → Organization.
---
# My tasks
URL: https://mangoinventory.com/en/docs/aufgaben
Everything that's due today in one place — defects, inspections, orders and stocktaking, for you and your team.
Someone reports a defect, an inspection comes due, the gloves run out: **"My tasks"** collects this work in one place, grouped by due date. Overdue work shows in red at the top.
## At a glance
- **One list instead of many inboxes** — tickets, orders, inspections, stocktaking and restocking sit together.
- **Team work is visible** — open tasks of your team show up marked "via team …". With **"Take over"** you pull one to yourself. When you're on holiday, the team sees what's due.
- **Every task has someone** — a responsible person or team from the start.
- **Your own requests** — "Opened by me" shows what you reported or ordered yourself, with its current status.
- **On the go too** — the "Tasks" tab of the [mobile app](/en/docs/mobile-app) shows the same list.
## What shows up here
| Task | When | More |
|---|---|---|
| **Ticket** | A defect or an inspection is assigned to you or your team | [Tickets](/en/docs/tickets) |
| **Order** | A request is waiting to be fulfilled | [Orders](/en/docs/bestellungen) |
| **Check round** | A plan's inspections are due — bundled in one row, e.g. "Check round · 9 open" | [Maintenance & inspections](/en/docs/wartungsplaene) |
| **Stocktake** | You count in a running stocktake — with progress | [Stocktaking](/en/docs/inventur) |
| **Min. stock** | A quantity item drops below the min. stock | [Quantity items](/en/docs/verbrauchsmaterial#restocking-quantity-items) |
| **Confirmations need attention** | A receipt confirmation you asked for has been open for 7 days, or the person reported a problem | [Receipt confirmation](/en/docs/empfangsbestaetigung) |
| **Review your captures** | You captured with the app and haven't gone through them yet | [Capturing your inventory](/en/docs/inventar-erfassen#reviewing-drafts) |
## The dashboard
The dashboard is your start page: your tasks, overdue inspections and recently viewed items at a glance. With **"Customize"** you show or hide cards.
## Who gets which work?
New work lands with the right person by itself. You set this up once:
| Work | Goes to | Set under |
|---|---|---|
| Everything without its own rule | the **default assignee** (a person or a team) | Settings → Organization |
| Tickets, per type (defect → caretaker, maintenance → IT) | the chosen person or team | Settings → Ticket settings |
| New orders | the chosen person or team | Settings → Order settings |
| Inspections of a maintenance plan | "Assignee" in the plan | in the maintenance plan |
| Stocktaking | whoever counts the area | in the stocktake |
| Min. stock | the people responsible for orders and the person responsible for the location | on the location |
You can change the assignment of a ticket or an order yourself at any time, under "New ticket" and for orders already when you create it.
---
# Notifications
URL: https://mangoinventory.com/en/docs/benachrichtigungen
Stay informed — in the app, by email and as push notifications, without flooding your inbox.
Mango Inventory tells you what concerns you: mentions, assigned tickets, status changes on your items, replies to your orders. In the app, everything always arrives. By email and push, only what you want.
## At a glance
- **The bell** at the top right shows what's unread. A click leads straight to the ticket, the order or the item; "View all" opens the full history.
- **Email and push as you choose** — for every kind of notification you choose whether it should also reach you.
- **Little email out of the box** — email and push mainly bring what concerns you directly: mentions, tickets, orders and stocktake areas assigned to you, due inspections, and status changes on items you hold or are responsible for.
- **Daily digest** — instead of single emails, one each morning with the previous day's notifications that you get by email.
- **Defaults for everyone** — owners decide what the whole organization gets; every person adjusts it for themselves.
## Setting it up
Under Settings → Notifications you turn **Email** and **Push** on or off per kind of notification and choose the delivery: **Immediate** or **Daily digest**.
Owners find the **organization defaults** on the same page. "Use org defaults" resets your own settings to them.
:::tip
Too many emails? Turn off email for the frequent notifications or switch to the daily digest. Everything still arrives in the app.
:::
---
# Connect your AI
URL: https://mangoinventory.com/en/docs/ki-verbinden
Use Mango Inventory with ChatGPT, Claude or Copilot — ask, capture and handle tickets in conversation.
Connect your AI assistant to Mango Inventory and simply ask: "Do we still have a free drill?", "Create a ticket for the broken printer at reception", "Add the new notebook to the inventory". The assistant works with your inventory — in your name and with your permissions.
Included from the **Premium** plan — [pricing](https://mangoinventory.com/en#preise).
## What the assistant can do
- **Give answers** — find items (by inventory number too), check availability, look up tickets, orders and the stocktake status. And: "What's on my plate?"
- **Maintain items** — capture, change and assign them in conversation, pack them into containers, set statuses, correct stock ("we used 12 batteries").
- **Handle tickets and orders** — create and close them, report inspections as done, fulfill or reject orders, comment.
- **Set up the organization** — talk for a few minutes about what you have and where it is; the assistant suggests categories, fields and locations and creates them once you confirm.
- **Traceable** — every change appears in the history under your name, with the suffix "(via AI agent)".
## Connecting
Under Settings → Connect your AI agent you pick your app and find the steps for it. Every person from the Member role up connects their own assistant, with their own permissions.
### ChatGPT
1. Copy the connection URL: `https://mcp.mangoinventory.com/mcp` (the same for all organizations).
2. In ChatGPT, open "Plugins" ([chatgpt.com/plugins](https://chatgpt.com/plugins)) and click "+". This needs a paid ChatGPT plan and developer mode (Settings → Security and login → Developer mode).
3. Enter a name ("Mango Inventory"), paste the URL and click "Create".
4. ChatGPT opens Mango Inventory: sign in, pick your organization, "Allow access".
Ask about an item, and ChatGPT shows a card with photo, code, status and location. When capturing, you correct the details right on the card and confirm with "Create item".
### Claude
1. In Claude (desktop or claude.ai), Settings → Connectors → "Add custom connector".
2. Enter a name and the connection URL `https://mcp.mangoinventory.com/mcp`.
3. Claude opens Mango Inventory: sign in, pick your organization, "Allow access".
### Microsoft 365 Copilot
Your IT deploys the Mango agent once for everyone — the guide is under [Set up Copilot](/en/docs/copilot-einrichten). After that, you pick the **Mango Inventory** agent in Copilot Chat and sign in the first time.
### Other AI tools and automations
- **Cursor**: click "Add to Cursor" in Mango, and Cursor sets up the rest.
- **Claude Code, Codex and others**: you find the ready-made command under Settings → Connect your AI agent → "For scripts & automations".
- **Automations** such as n8n or cron jobs connect with an API key, read-only if you like. Treat the key like a password.
## Good to know
- **Your permissions apply** — the assistant can do what you can do yourself, and no more.
- **Revoke access** — under "Past connections" you disconnect any connection with one click.
:::tip
Dictate instead of clicking: "Create one maintenance ticket each for the three ladders in the outdoor depot, assigned to the Operations team" — done in one sentence.
:::
---
# Set up Copilot
URL: https://mangoinventory.com/en/docs/copilot-einrichten
Deploy the Mango agent in Microsoft 365 Copilot — a guide for IT administrators.
With the Mango agent, your staff ask right in Microsoft 365 Copilot: "How many notebooks do we have?" — without opening the app. You upload the agent once, centrally; your users install nothing.
Included from the **Premium** plan — [pricing](https://mangoinventory.com/en#preise).
:::note
**Pilot phase**: the Mango agent for Microsoft 365 Copilot is being tested with pilot customers. [Get in touch](mailto:kontakt@mangoinventory.com) if your organization would like to join — you'll receive the agent package, and we'll accompany the setup.
:::
## Prerequisites
- **Microsoft 365 with Copilot Chat.** The Mango agent needs no additional license.
- **The agent package** (`mango-inventory-copilot.zip`) — you receive it from us.
- **Administrator rights** in the Microsoft 365 admin center (admin.microsoft.com). Uploading custom apps must be allowed.
- **Mango Inventory accounts** for your users, via [invitation or directory sync](/en/docs/sso-benutzer).
## Deploying
1. In admin.microsoft.com: **Agents** → **All agents** → **Add agent**. You also find the button in the **"…"** menu above the agent list. In older versions: Settings → Integrated apps → Upload custom apps.
2. Select the file `mango-inventory-copilot.zip`. Microsoft checks the package on upload.
3. **Publish**: choose who may use the agent — the whole organization, individual groups, or just you for testing.
4. Optionally **Deploy**: the agent then appears directly in Copilot Chat for the chosen people.
5. Confirm the security-policy step, done.
## How it works
Copilot asks Mango Inventory live on every request — over the same connection as [ChatGPT and Claude](/en/docs/ki-verbinden), always in the name of the signed-in person and with their permissions. No data is copied to Microsoft. Every change appears in the history under the person's name.
## What your users see
- The agent sits in Copilot Chat under **"Built by your org"**, in Teams, on microsoft365.com and in Office.
- On first use they sign in to Mango Inventory once and click "Allow access".
- After that they simply ask: "Report a defect on the projector in the meeting room".
In the admin center under **Agents** you adjust the audience or remove the agent at any time. Every person can disconnect their own connection in Mango under Settings → Connect your AI agent → "Past connections".
---
# Directory sync
URL: https://mangoinventory.com/en/docs/verzeichnis-sync
Connect Microsoft Entra or Google Workspace — users join automatically and are deactivated when they leave.
Connect your organization's directory once, and Mango Inventory maintains the user list by itself: whoever is in the chosen groups joins. Whoever leaves them is deactivated. Your user list always matches your directory.
## Pick your guide
- **[Connect Microsoft Entra](/en/docs/verzeichnis-sync-entra)** — for organizations on Microsoft 365.
- **[Connect Google Workspace](/en/docs/verzeichnis-sync-google)** — for organizations on Google Workspace.
Setup takes 10 to 15 minutes.
## Prerequisites
- **Premium plan** — directory sync is included. Details on the [pricing page](https://mangoinventory.com/en#preise).
- **Owner role in Mango Inventory** — you find the setup under Settings → Single sign-on.
- **Administrator rights in the directory** — with Microsoft for a one-time consent, with Google for the sign-in.
## What the sync does
Mango reconciles the chosen groups **every night**, or right away with "Sync now".
- **New members join automatically** — in the role you set (default: Member). They sign in with "Continue with Microsoft" or "Continue with Google": no invitation, no new password.
- **Names and profile pictures stay up to date.**
- **Whoever leaves the groups is deactivated** — no more access; who had and reported what stays in the history. If the person comes back, their access is back too.
- **You can still invite people** — for external people or the temporary helper with a private address, see [Users & roles](/en/docs/sso-benutzer).
## Check first, then sync
"Preview changes" shows beforehand who will join, be updated or be deactivated. Nothing changes until you click "Sync now".
## What your team notices
Nothing — and that's the point. Everyone opens `app.mangoinventory.com`, signs in with Microsoft or Google and is right inside your organization, in the right role.
---
# Connect Microsoft Entra
URL: https://mangoinventory.com/en/docs/verzeichnis-sync-entra
Step by step to directory sync with Microsoft Entra — grant consent, enter the tenant ID, pick groups. For administrators with no prior knowledge.
This page walks you through the one-time setup — click by click. Afterwards Mango Inventory maintains your user list by itself: whoever is in the chosen Microsoft groups joins automatically; whoever leaves the groups is deactivated. You need no IT knowledge for this, only a Microsoft account with administrator rights. Plan for **10 to 15 minutes**.
## Prerequisites
- **Premium plan in Mango Inventory** — directory sync is part of it. Details on the [pricing page](https://mangoinventory.com/en#preise).
- **Owner role in Mango Inventory** — only owners see the Settings → Single sign-on page.
- **A Microsoft account with the "Global Administrator" role** in your organization. That is the account your organization uses to manage users and licences in Microsoft 365. It doesn't have to be you — you can hand steps 2 to 5 to your IT.
- **Microsoft Entra** is the directory service behind Microsoft 365. If your staff sign in to Outlook or Teams with an address of your organization, you have Entra — even if you have never heard the name.
:::note
**What Mango Inventory may see**: only the names, email addresses and profile pictures of your users, plus who is in which group — and only **read-only**. Mango Inventory cannot create, change or delete anything in your directory, and has no access to emails, files, chats or calendars.
:::
## Setting it up
Microsoft shows its pages in the language of your account. The labels on this page are the English ones. The screenshot in step 3 shows the German sign-in screen; yours appears in your account's language.
1. **Open the setup page in Mango Inventory.** Sign in at `app.mangoinventory.com` and go to Settings → Single sign-on. At the top of the "Connect your directory" card there is a row of provider tabs — click **"Microsoft Entra"**.
2. **Open the consent link.** Under step 1, click **"Open the admin consent page"**. If you are not a Microsoft administrator yourself, click "Copy" and send the link to your IT:
```text
https://login.microsoftonline.com/organizations/v2.0/adminconsent?client_id=0c3379d1-8021-43ae-8cdd-1b24a4fb9a38&scope=https%3A%2F%2Fgraph.microsoft.com%2F.default&redirect_uri=https%3A%2F%2Fapp.mangoinventory.com%2Fsettings%2Fsso
```
3. **Sign in with the administrator account.** Microsoft asks for the email address and password — use the account with the "Global Administrator" role, not your personal one. An ordinary user account is turned away here.
4. **Confirm the permissions.** Microsoft shows four lines with what Mango Inventory gets — **read permissions** only: read group memberships, read users' basic profiles (name and email address), read profile photos, and the sign-in itself. Confirm with **"Accept"** at the bottom right.
You then land back on `app.mangoinventory.com`. If an error message appears instead, the account was not a global administrator — then your IT takes over this step.
5. **Copy the tenant ID.** The tenant ID is your organization's reference number at Microsoft, comparable to a customer number. Open [entra.microsoft.com](https://entra.microsoft.com), sign in and stay on the **"Overview"** start page: under **"Basic information"** it shows **"Tenant ID"** with a string in the form `00000000-0000-0000-0000-000000000000`. Click the copy icon next to it.
6. **Enter the tenant ID in Mango Inventory.** Back on the "Connect your directory" card: paste the copied value into the **"Entra tenant ID"** field and click **"Connect Microsoft Entra"**. Connecting doesn't sync anyone yet — you pick the groups first.
7. **Pick the groups.** The page now shows two cards. Under "Sync settings", open **"Groups to sync"** and select the groups from your directory whose people should use Mango Inventory — e.g. "Operations" and "Technical". Below it, check **"Synced users join as"**: everyone joining from now on gets this role (default: Member).
8. **Look at the preview — then sync.** Click **"Preview changes"**. The preview lists who would join, be updated or be deactivated; nothing changes yet. If the list looks right, click **"Sync now"** at the bottom.
## Done
The synced people show up in the user list right away and sign in with "Continue with Microsoft". From now on Mango reconciles the groups every night. What that means is under [Directory sync](/en/docs/verzeichnis-sync).
## If something doesn't work
- **The first sync reports an error ("403" or "Authorization_RequestDenied").** That is normal right after the consent: Microsoft needs a few minutes until the approval is known everywhere. Wait five minutes and click "Sync now" again.
- **The card shows "Needs reconnecting".** The consent was revoked in Entra or is no longer valid. Open the consent link on the card once more, confirm again, and sync afterwards.
- **The group list stays empty.** Then the tenant ID is wrong or the consent is missing. Check the ID on the overview page in the Entra admin center and go through steps 2 to 4 again.
- **Individual people stay on "Not signed in yet".** Usually the email address is missing in the directory — see the note below.
- **More than 500 people** cannot be synced by one connection. In that case, pick narrower groups or [get in touch with us](mailto:kontakt@mangoinventory.com).
:::note
**Email address in the directory**: Entra accounts without the email attribute ("mail") set are synced (with the sign-in name as their address) and appear in the user list, but cannot sign in with "Continue with Microsoft" — Microsoft doesn't provide an email address for such accounts. Those people therefore stay on "Not signed in yet"; alternatively, you can send them an invitation to an address they can sign in with. The easiest fix: your IT makes sure all synced accounts carry an email address in the "mail" attribute — accounts with an Exchange mailbox have it automatically.
:::
---
# Connect Google Workspace
URL: https://mangoinventory.com/en/docs/verzeichnis-sync-google
Step by step to directory sync with Google Workspace — approve read access, pick groups. For administrators with no prior knowledge.
This page walks you through the one-time setup — click by click. Afterwards Mango Inventory maintains your user list by itself: whoever is in the chosen Google groups joins automatically; whoever leaves the groups is deactivated. You need no IT knowledge for this, only a Google account with administrator rights. Plan for **10 minutes**.
## Prerequisites
- **Premium plan in Mango Inventory** — directory sync is part of it. Details on the [pricing page](https://mangoinventory.com/en#preise).
- **Owner role in Mango Inventory** — only owners see the Settings → Single sign-on page.
- **A Google Workspace administrator account** of your organization. That is the account your organization uses to manage users in the Google Admin console. You do everything in one go — with that account, or together with your IT.
- **Google Workspace** is the service behind your Gmail, Drive and Calendar accounts on your organization's address. Your groups are the same ones you see under "Groups" in the Google Admin console.
## Setting it up
The screenshots of Google's pages (steps 3 and 4) show the German screens; yours appear in your account's language.
1. **Open the setup page in Mango Inventory.** Sign in at `app.mangoinventory.com` and go to Settings → Single sign-on. At the top of the "Connect your directory" card there is a row of provider tabs — click **"Google Workspace"**.
2. **Click "Connect Google Workspace".** Mango Inventory forwards you to Google — the rest happens on Google's pages.
3. **Choose the administrator account.** Under **"Choose an account"** Google shows your signed-in accounts. Take your organization's **Workspace administrator account**, not your private Google account. If it isn't listed: **"Use another account"** and sign in with it.
4. **Approve the read access.** Google lists three permissions — all of them **read-only**: "View group subscriptions on your domain", "View groups on your domain" and "See info about users on your domain". The checkboxes start empty: tick **"Select all"** — without all three ticks the sync cannot work. Mango Inventory cannot create, change or delete anything in your directory, and has no access to Gmail, Drive or Calendar. Confirm with **"Continue"**.
5. **Back in Mango Inventory: pick the groups.** Google sends you back automatically; the message "Google Workspace connected." briefly appears at the top. Under "Sync settings", open **"Groups to sync"** and select the groups whose people should use Mango Inventory. Below it, check **"Synced users join as"**: everyone joining from now on gets this role (default: Member).
6. **Look at the preview — then sync.** Click **"Preview changes"**. The preview lists who would join, be updated or be deactivated; nothing changes yet. If the list looks right, click **"Sync now"** at the bottom.
## Done
The synced people show up in the user list right away and sign in with "Continue with Google". From now on Mango reconciles the groups every night. You can end the connection at any time, in Mango via "⋯" → "Disconnect" or in your Google account. What the sync does is under [Directory sync](/en/docs/verzeichnis-sync).
## If something doesn't work
- **The card shows "Needs reconnecting".** Google's access has expired or was revoked. Click **"Reconnect"** and sign in once more — your groups and the join role are kept.
- **The card shows "Not finished".** The sign-in with Google was broken off (window closed, wrong account). Click **"Finish connecting with Google"** and go through steps 3 to 4 again.
- **You picked the wrong account.** Sign out of that account at Google or open a private window, then start again in Mango Inventory via "Reconnect".
- **The group list stays empty.** Then the chosen account has no read access to the groups. Use an account with administrator rights in Google Workspace.
- **More than 500 people** cannot be synced by one connection. In that case, pick narrower groups or [get in touch with us](mailto:kontakt@mangoinventory.com).